THE 3 BIGGEST PRODUCTIVITY MYTHS – Motivation 3/3

balance, business, cobblestone

THE MOTIVATIONAL MYTH

There is something called motivation, I do agree, but some of us often try to rely on it instead of believing in ourselves more and taking action. We can do what we want if we focus on managing tasks and our energy instead of constantly seeking inspiration and motivation to drag us towards our goals. It doesn’t work that way.

If you enjoy doing what you are doing and working on then you don’t really need any external motivation, do you? You do something because you like it or love it. Some of us think that motivation precedes action. Does it? We have to have some internal motivation but that often shows up during or after activities we do, not before. Otherwise, can you imagine that a successful sportsman waits for inspiration and exercise only when he or she feels like it?

If you don’t enjoy what you are doing then watching a motivational video won’t help; surely, it’s not a long-term solution anyway.

You need to find out EXACTLY why you don’t like something and consider what you can do to change this. Is the task too boring or difficult? What can you do about it?

  • Can you make some modifications to make the task more attractive? Can you do something to enjoy it a bit more while doing it, e.g. listening to an audio book or your favourite music while cleaning?
  • If it’s difficult can you watch some tutorials about it or take up a course or two so you can extend your skills and knowledge and become a bit more of an expert in it?
  • If you can’t find a way to improve anything, then a technique such as Pomodoro may be useful (blocks of 25 mins of work using a timer). You can read more about this technique here . Pomodoro timers are available online for free.

Read about and listen to productivity tips but also do spend some time on observing and considering what really works for you and what doesn’t because even the best methods won’t work for everyone in the same way.

Kaizen – how to dramatically improve your life?

We know that changing habits such as getting up earlier, stopping smoking or implementing daily meditation or exercising routines is POSSIBLE (but surely not easy). We also know that it takes on average 61 days to change a habit. This is only an average, though, because it can actually vary from 18 to 254 days(!) depending on the individual. Many people get frustrated if they can’t get used to new habits quickly and then give up on them.

The Kaizen approach is used in companies such as Toyota and Ford but can also be applied in personal life.

So, what is it exactly?

It is often called a Japanese technique for improving the quality of life and work; however, as a matter of fact, the theory was created and first used in the USA. The main point of it is to make small changes. You can make little improvements in ANY area of your life.

Trying to take big ambitious steps to improve our lives may be a good idea sometimes but, according to science, most people don’t really know how to stick to their goals in the long-term. Many of us tend to get easily discouraged, change plans and give up on aims when we meet too many obstacles.

If you want to achieve something, try to focus on breaking the goal up into lots of little steps, for example:

  • If you want to start to exercise, why not do 1-2minutes of exercise today, and then add an additional minute every day instead of signing up for a gym and paying upfront to a fitness coach for a few hours of intensive training?
  • If you want to read more daily, set up a low target and add to it a page a day or every other day until you reach your upper target. One page doesn’t take much to read so this small change shouldn’t require too much effort, even if you are busy.

What’s interesting is that the Kaizen technique doesn’t have an end point, last step or final target. It is a continuous development and improvement of ourselves and our lives. For example, if you want to read 30 pages a day and, after making some small changes, you finally reach your goal, after let’s say a few weeks, then this process or aim doesn’t need to end right there. The next step in your personal development in this area could be learning how to do speed reading. The next steps all depend on our needs and ideas.

The Kaizen approach was first used in industries in the depression era in the USA because making greater improvements simply wasn’t an option. The Americans started to look at how little changes in various areas and departments could be made, and realised that, although they took small steps, they eventually added up and had a bigger impact in terms of bettering their businesses. So, they looked at how to make improvements in money, time, material waste, resources and policies.

William Edward Deming (an American engineer, professor and management consultant; 1900- 1993) is believed to be the Father of the Kaizen approach. He was known for introducing and teaching this method.

The result of implementing Kaizen wasn’t just bigger productivity. It also eliminated hard work and taught everyone in an organisation how they could constantly improve themselves and the things around them; and how the work they were doing could be more rewarding.

It was a very successful strategy and after the Second World War, when the Japanese needed help in maintaining their factories and industries, a group of American business advisors was sent to Japan to teach the Japanese how to make improvements there.

The Japanese gave a name to the approach: KAIZEN where KAI means GOOD in Japanese and ZEN means CHANGE. So, KAIZEN literally means good change, but more generally it is understood as a CONTINUING IMPROVEMENT. The Japanese expanded the theory further making it somewhat into an art of living and working.

Sometimes the simplest solutions are the best, aren’t they? Small changes are more manageable than huge steps, and although they may seem tiny and meaningless at first, they do add up and lead to great improvements.

If you want to try Kaizen in your private life or at work, look at an area (or areas) which you’d like to improve and think what could be the SMALLEST possible change that you could make to create a little difference, especially if done consistently and expanded further step by step in the future.

Kaizen can be applied to various bad habits, for instance, you can decide to waste a little less time watching TV or on social media every day until you reach a goal that you feel happy with.

Are you going to try to implement this approach in your life?

Self-talk and your well-being.

backlit, beach, clouds

Human beings have a tendency to negative thinking, especially about themselves. We are often afraid to do something—for instance, to change a job or start a business idea—because we feel that someone else out there is better than us or that we may not deserve to succeed, or … well, we surely can always find a different excuse.

We may not even notice how much negative talk we keep in our head on an everyday basis. Sometimes we don’t feel confident, good enough, smart enough, quick enough, clever enough, fit enough, beautiful or powerful enough … we just can so easily find a variety of drawbacks depending on the area of life, or of a discipline, that we are thinking of. Actually, we are super-creative when it comes to self-pitying and finding excuses.

We never will be ‘enough’ because there ALWAYS will be someone better at something; someone more beautiful, more powerful, richer, fitter or more skilled. It’s easy to compare ourselves with others and some people’s advice is that we don’t do it at all.

However, if you focus on your strengths and positive traits, and if you start to accept and love yourself more, then comparing yourself to someone who is better should be an inspiration, rather than a problem, frustration or disappointment.

Everyone has to start somewhere.

If you can’t achieve the same or better results, then maybe it’s not what you should be doing. Do what you love, where your strengths can be used, not what you’re supposed to do or what may give you slightly more money.

Love yourself because no-one has the same unique mixture of knowledge, skills, talent, grit, ideas and experience that you have!

Be proud of who you are. You never know who has been looking at you and wishing they were you!

THE THREE BIGGEST PRODUCTIVITY MYTHS – Time management 2/3

Person Writing On Notebook

THE TIME-MANAGEMENT MYTH

Time can’t be managed, bent, given, multiplied and modified in any way. So don’t try to fight with time and treat it as your enemy! Perceiving time more positively will help you to be calmer and happier with your life. You can’t manage time but you still can do a lot in order to improve your productivity.

  • You can manage your energy levels by exercising, sleeping better, drinking more water and eating well.
  • You can choose to limit distractions by turning your phone off or onto airplane mode or by getting up earlier and doing some meaningful work before everyone else will have a chance to bombard you with questions and queries.
  • You can manage your attention better by doing something to improve your focus. I’d recommend green tea, fresh air (open windows for a while) and practising mindfulness.
  • You can say no to invitations, meetings and some people sometimes. It seems very difficult but remember that you can’t allow others to decide how you should live your life.
  • You can manage your tasks and decide to, for example, check emails less often.
  • You can devote some time to planning and reviewing your goals and analyse the progress to become better every week.

Don’t look at the passing hours and minutes. Focus on what’s important, plan your steps and take actions. One of the most important things is to have a flexible approach. You may need to change your plans, your techniques and methods but you don’t need to give up or change your goals. Challenges are good for us – they help us grow. Be open, positive and flexible.

Image result for flexible approach quote

How to be happier? And why we should think of others more?

beach, blue sky, cheerful

Make someone happy. Make someone smile. You’ve surely heard that good vibes and emotions, a positive mood and optimism are contagious. Studies from the University of Zurich in Switzerland, using MRI scans, indicated that people who spent money on others instead of themselves had more activity in the brain areas associated with happiness and altruism. In the research it was also highlighted that the amount of money spent on others did not matter.

The simple act of giving, not always expensive or material things, improves our well-being a lot.

In a different study, carried out by UK researchers, it was found that people who performed some acts of kindness regularly every day for 10 days had a significant boost in their happiness level. Such a short period of time as 10 days had made a huge difference! Again, the conclusion is: helping others makes us happier.

There is a popular Chinese proverb that fits here perfectly:
“If you want happiness for an hour, take a nap. 
If you want happiness for a day, go fishing. 
If you want happiness for a year, inherit a fortune. 
If you want happiness for a lifetime, help somebody.”

THE THREE BIGGEST PRODUCTIVITY MYTHS – Multitasking 1/3

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THE MULTITASKING MYTH

Around a decade ago some employers suddenly started to ask during work interviews: Are you able to multitask? Some still do this although many people are already familiar with the most recent studies which indicate that multitasking is impossible in humans and is merely switching from one task to another. On top of that, multitasking decreases productivity by up to 30-40%.

It may sometimes be okay to combine a physical activity with a cognitive one, e.g. listening to an audio book while riding a bike or washing dishes, but many employers got the idea of multitasking completely wrong. Some of them believe that multitasking is needed and can be done in busy office environments where one needs to answer a lot of phone calls, reply to emails and provide face-to-face customer service. No, it can’t.

Research shows that trying to multitask will actually make you slower and also … lower your IQ! Our human brain can focus only on one task at a time and people who try to work this way and avoid multitasking achieve the best results.

Researchers from the University of Sussex in England carried out a study using MRI scans. The findings revealed that people who spend time using multiple devices, for example texting while watching TV, had less brain density in a part of the cortex which is responsible for cognitive and emotional control. Emotional control is a simple term but some of you may wonder what cognitive control means. It basically means that your brain allows you to make decisions based rather on our goals than habits and reactions. It allows you to be flexible and adapt more easily in different situations.

If you are interested to read more about multitasking I’d recommend this book: The Myth of Multitasking: How “Doing It All” Gets Nothing Done by Dave Crenshaw (available here).

How to reduce stress levels and feel more in control? 

Do you feel you are getting stressed too often? Let’s look at what studies say about dealing with this problem. Being aware that stress can affect our well-being enormously and how to deal with it is certainly crucial for our well-being!

Remember that your emotions are just emotions and they are temporary. Don’t let them dictate how you feel. If something is overwhelming and you feel stressed and you feel that there is no solution, just TAKE A BREAK.

Depending on the situation, different things may help: talk to a trustworthy and supportive friend, watch a movie (preferably a comedy!), unplug and disconnect for a few hours and take a nice hot bath, practice mindfulness or go for a run (take headphones and turn on your favourite music).

When it’s difficult to deal with problems and we feel overwhelmed, it’s best to do some physical activity. Getting more oxygen to your brain, making your muscles tired – this always does the trick and will make you feel better, more confident and calmer!

Diverting your attention to your passion can also be very helpful but it may not always work, for example, if your passion requires quite a lot of attention and focus, because your mind may just not be in the right state, with lots of meandering and not-so-constructive thoughts.

It’s been proven that reading (a minimum of 6 mins) can reduce your stress levels by as much as 70%!

Whatever you decide to do, just don’t withdraw from your life, society, or work. That’s not a solution or a good method to deal with stress. It actually increases anxiety, stress and depression instead of giving you an opportunity to focus and find a solution.

One of the most helpful techniques that you can use on a daily basis to improve your resistance towards stress is to work on your outlook. The way you perceive different situations impacts on how you feel and how your body reacts. Studies found that perceiving difficult tasks more positively, as challenges rather than problems or threats, improves stress levels and makes us feel more in control and calmer. Try to avoid self-pitying, blaming others, and pessimistic and critical thoughts.

And remember. EVERYONE has problems, large and small, now and then. You are not the only one!